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RESERVATION AND CANCELLATION POLICIES

RESERVATION AND CANCELLATION POLICIES
ISFR Ski Week Pamporovo 2025, 9-16 March 2025, Pamporovo, BULGARIA
Policy and terms for reservations:
  • Reservations shall be confirmed when an advance payment of 100% of the reservation value is made and the amount is credited in the host and organizer’s (Rotary Club Smolyan) account within 5 (five) working days after receiving an email confirming the possibility of reservation and determining the total value of the request.
  • Deadline for the full payment of the reservation amount for:
REGULAR BOOKINGS (THE ‘EARLY BIRD’ PACKAGE EXCLUDED):
All reservations of participation in specific events and/or a hotel stay during ISFR Ski Week Pamporovo 2025 (the ‘EARLY BIRD’ PACKAGE excluded) should be made until January 31st, 2025. Within such Regular booking the participant is free to choose events and/or a hotel stay, as well as to participate in ISFR Ski Week Pamporovo 2025 competition or no. Enrolling to any event in ISFR Ski Week Pamporovo 2025 requires a payment of a Participation Fee of EUR 100,00. Full payments of all booking reservations shall be effectively transferred to the Host Rotary club Bank account (or through a bank card payment) not later than February 6th, 2025 (at least 1 (one) month before the 1st day of ISFR Ski Week Pamporovo 2025).
‘EARLY BIRD’ PACKAGE:
Fully payment of the reservations of a ‘EARLY BIRD’ PACKAGE includes any reservation for an event hosted during ISFR Ski Week Pamporovo 2025, made not later than November 30th, 2024. All ‘EARLY BIRD’ PACKAGE booking reservations are entitled to receive a 5% discount of the total amount of the reservation. All changes to reservations with a discount for ‘EARLY BIRD’ PACKAGE bookings (such as changes in the number of participants, length of stay and/or including additional events), made after the deadline for payment of the full amount of the reservation, will be calculated at their full amount of the reservation prices.
 
LATE BOOKINGS (made after February 1st, 2025):
All reservations made and paid after the expiry of the terms for Regular Booking, shall be confirmed by the Host Rotary Club to be valid.
ADVANCE PAYMENTS:
‘EARLY BIRD’ PACKAGE Bookings and Regular Bookings require 100% advance payment of the amount of the booking (through a Virtual POS terminal or via bank account) after the booking process is complete. In case no payment has been made within the specified deadlines or the credit card cannot cover the amount needed, the reservation will be automatically cancelled by the Host Rotary club of Smolyan, the participant will be notified (the reason explained)and penalties may be applied according to the terms and conditions for cancellations. The prepayment is non-refundable after February 6th, 2025.
PAYMENTS ON SITE
Participants will be asked to pay the chosen number of lunches/dinners at the hotel of stay on the first day of arrival. All such payments shall be made directly to the hotel where the participant will stay.
CURRENCY
To facilitate the participants, all event prices are displayed in EUR, but the actual payment will be made in BGN at the fixed conversion rate of 1 EUR = 1.96 BGN. This rate is based on the official pegged exchange rate of the Bulgarian lev (BGN) to the euro (EUR). Invoices will be generated in EUR, but the total payable amount will be shown in both EUR and BGN.Payments will be processed in BGN, with the EUR equivalent shown for clarity. All participants will be notified during checkout and on their receipt that the EUR prices are converted to BGN at the fixed exchange rate of 1 EUR = 1.96 BGN. No additional currency conversion fees or charges will apply since the exchange rate is fixed.Any refunds or adjustments will be processed in BGN at the same fixed exchange rate of 1 EUR = 1.96 BGN, regardless of fluctuations in market exchange rates.If the payment method does not directly support BGN, any additional currency conversion fees from the customer’s bank or payment provider are the customer’s responsibility.
 
Policy and terms and conditions for cancellations and penalties:
  • Cancellation policy of ‘EARLY BIRD’ PACKAGE BOOKING RESERVATIONS:
Cancellations of confirmed reservations with ‘EARLY BIRD’ PACKAGE bookings can be made with a penalty of 10% (covering the administration fees) up to February 5th, 2025, whereas the rest of the pre-paid amount will be refunded by Rotary club of Smolyan to the bank account/card used during the booking process. In case of cancellation of reservations from February 6th, 2025 until February 19th, 2025, the penalty is 50% of the amount of the reservation. After this period (February 20th, 2025 onward) or in case of no-show of the participant on the day of arrival, the penalty is 100% of the amount of the reservation. For this purpose, the entire prepaid amount of the reservation shall be deducted, and the participant shall be issued a document for the conversion of the advance payment into a penalty payment sent by email. In case of early leaving or shortening of the stay of all or part of the participants within the reservation – amountsshall not be refunded, and the unused days on the reservations shall be accounted for as a penalty.
  • Cancellation policy of reservations for REGULAR BOOKINGS:
Cancellations of confirmed reservations with Regular booking can be made with a penalty of 10% (covering the administration fees) up to February 5th, 2025, whereas the rest of the pre-paid amount will be refunded by Rotary club of Smolyan to the bank account/card used during the booking process. In case of cancellation of reservations from February 6th, 2025 until February 19th, 2025, the penalty is 50% of the amount of the reservation. After this period (February 20th, 2025 onward) or in case of no-show of the participant on the day of arrival, the penalty is 100% of the amount of the reservation. For this purpose, the entire prepaid amount of the reservation shall be deducted, and the participant shall be issued a document for the conversion of the advance payment into a penalty payment sent by email. In case of early leaving or shortening of the stay of all or part of the participants within the reservation – amounts shall not be refunded, and the unused days on the reservations shall be accounted for as a penalty.
Conditions in case of Covid or Similar situation
• In case of pandemic conditions where a state of emergency or an emergency epidemiological situation is declared by the competent authorities in the Republic of Bulgaria, resulting in impossibility to enter the country, lock-down of individual towns and regions in the country, as well as affecting the region where Pamporovo Resort is located, due to which a ban on the provision of hotel and other services has been imposed or it has become impossible to implement the prepaid reservations, the host Rotary club of Smolyan will compensate the relevant participants. The same shall apply to cases where the country where the participant resides and comes from imposes ban on leaving the country for the purpose of tourism. In general, these compensations shall be referred to as ‘Compensation for Covid or similar Situation’.
Compensation for Covid or Similar Situation
  1. In the event of a Covid or Similar situation wherethe free cancellation period has not expired, the customer can exercise all rightstofree cancellation of the reservation. In this case and provided that all cancellation deadlines are met, the organizer shallberequired to refund the prepaid amount of the reservation within 14 days from the date of cancellation.In case the payment has been made by a bank card, refunds are made only by ordering a reverse transfer operation to the same bank card used by the participant throughout the reservation and payment process within 14 (fourteen) days from the date of cancellation.
  2. In case of a Covid or Similar situation and if thedeadline for free cancellation of the reservation is expired, the participant shallbeentitled to choose between one of the following options, provided that the organizershould be duly notified in writing of thechoice of that participant by the end of the emergency situation (lock down):
  1. To change the dates of the event for other dates, if practicable, convenient for the ISFR and the organizer, within 14 months from the date of the cancellation, using the prepaid amount of the reservation according to the current price conditions of the changed period.
  2. If the participant does not want to change the dates of the event and does not want to use the option, that participant shall have to pay a penalty on the reservation in the amount of 50% of the reservation value, and the organizer shall be required to refund the balance of the prepaid amount within 30 days after receipt of participant’s notification for the choice made.
The organizer shall reserve the right to change the Reservations and Cancellations Policy in case of legal changes or explicit instructions of the government authorities of the Republic of Bulgaria in case of Covid or Similar situation.
 
For additional information about the packages, the reservations and cancellations policies and to contact ISFR Ski Week Pamporovo 2025Organizing Committee, please call +359 888275013 (Lyubomir Sirakov)or email to contacts@isfrpamporovo2025.com